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Maintainer Maintenance Execution User ManualDate Generated: 28/03/2012


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How to Use This Manual ................................................................................................................. 4Assessments covered in this manual .............................................................................................. 5

Level 1: 305. Work Management ................................................................................................ 6Level 2: 305.01. Work Strategy Management ........................................................................ 8

Level 3: 305.01.01. Develop Work Strategies ...................................................................................... 9Activities .............................................................................................................................................12Component : Define Work Strategies .............................................................................. 12Level 3 Metrics ................................................................................................................ 15

Level 2: 305.02. Schedule Management .............................................................................. 16Level 3: 305.02.01. Report Events and Work Requirements .............................................................20Activities .............................................................................................................................................21Component : Event Notification Identification .................................................................. 22Component : Create Scoped Notification ......................................................................... 25Component : Evaluate and Process Notification .............................................................. 31Level 3 Metrics ................................................................................................................ 39Level 3: 305.02.02. Plan Work ...........................................................................................................40

Activities .............................................................................................................................................45Component : Update Work Order Resource Requirements ............................................. 45 Level 3 Metrics ................................................................................................................ 56Level 3: 305.02.04. Execute Work .....................................................................................................57

Activities .............................................................................................................................................58Component : Prepare for Work Execution ....................................................................... 59Component : Work Execution .......................................................................................... 63Component : Control Work Execution.............................................................................. 64Level 3 Metrics ................................................................................................................ 69Level 3: 305.02.06. Close Out Work ..................................................................................................71

Activities .............................................................................................................................................72Component : Review and Process Completed Work ....................................................... 73Level 3 Metrics ................................................................................................................ 84

Level 2: 305.03. Shutdown Management ............................................................................. 86

Level 3: 305.03.05. Authorise Scope Amendment .............................................................................88Component : Initiate Scope Amendment ......................................................................... 88Level 3 Metrics ................................................................................................................ 90Level 3: 305.03.07. Execute and Control Shutdown ..........................................................................91Component : Prepare for Shutdown Execution ................................................................ 91Level 3 Metrics ................................................................................................................ 95

Level 2: 305.05. Data Management ..................................................................................... 96Level 3: 305.05.01. Maintain Plans and Measurement Documents ..................................................97

Activities ...........................................................................................................................................100Component : Create Measurement Readings ................................................................ 100Level 3 Metrics .............................................................................................................. 105


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Level 3: 305.05.03. Maintain Data Quality .......................................................................................106Activities ...........................................................................................................................................108Component : Rectify Time Confirmations ...................................................................... 108Level 3 Metrics .............................................................................................................. 110

Level 1: 303. Inventory Management ...................................................................................... 111Level 2: 303.01. Warehouse and Stock Management ........................................................ 113

Level 3: 303.01.04. Process Goods Issue .......................................................................................117Component : Process Goods Issue ............................................................................... 118

Level 2: 303.02. Inventory Planning ................................................................................... 119Level 3: 303.02.03. Process Reservation ........................................................................................121Component : Search, Create, Change and Review Reservations .................................. 121Level 3 Metrics .............................................................................................................. 124

Level 1: 405. Master Data Management ................................................................................. 125Level 2: 405.01. Manage Work Management Master Data................................................. 127

Level 3: 405.01.01. Request and Approve Work Management Master Data ..................................129Activities ...........................................................................................................................................134Component : Originate Master Data Request ................................................................ 134

Level 2: 405.07. Master Data Process and Quality Management ....................................... 141Level 3: 405.07.01. Monitor and Track Master Data Request .........................................................143Component : Analyse Master Data Request Status ....................................................... 143


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1SAP User Manual Report

BHP Billiton Commercial in Confidence Page 4 of 143

Date Generated: 28/49/2012

How to Use This Manual

This User Manual is designed to enable the sustained and disciplined application of 1SAP processes. This UserManual can be used to support 1SAP classroom-based or self-paced training activities, and to providePerformance Support on the job.

This User Manual describes all the roles and processes for a specific Key Position Type.

What the User Manual Contains:

Inventory of the Mandatory, Required or Elected Training Assessments relevant for this Key PositionType, together with an index of the processes that relate to each assessment

Description of the Level 1, 2 and 3 Processes Description of the Level 4 Process Steps defining what is to be done, together with the procedure for

how the step is to be done Portal Navigation Path for system-based process steps Links to system-based activities

Process Metrics and descriptions Business Warehouse Reports and descriptions Glossary of Key Terms

Types of Assessments

The types of Training Assessments covered in the User Manual are:

Mandatory: covers those processes that represent a material risk to BHP Billiton if not performedappropriately

Required: covers those processes that are executed as standard by all positions which hold that KeyPosition Type

Elected: covers those processes that are specific to only certain positions or Customer Segment Groups


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Assessments covered in this manual

The following Assessments are covered in this manual:

Level 3 Processes Assesments TrainingRequirement

305.02.04. Execute Work305.03.07. Execute and Control Shutdown

Work Executor Required

305.02.04. Execute Work305.02.06. Close Out Work305.05.01. Maintain Plans and MeasurementDocuments305.05.03. Maintain Data Quality

Post Work Data Recorder Required

305.02.01. Report Events and Work Requirements305.03.05. Authorise Scope Amendment Notification Creator Required305.01.01. Develop Work Strategies Work Strategy Developer Elected305.02.02. Plan Work305.02.04. Execute Work Work Order Resource Organiser Elected

405.01.01. Request and Approve Work ManagementMaster Data405.07.01. Track Master Data Requests

Work Management DataOriginator

Elected

303.02.03. Process Reservation Reservation Creator Elected

303.01.04. Process Goods Issue Goods Recipient Elected


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Level 1: 305. Work Management

Level 1 Process Area Description

The Work Management process provides the organisation with the ability to plan and manage work executedon the companys assets. This includes the development of strategies through to the management of workexecution, analysing performance and maintaining the integrity of the system.

Level 2 Main Processes

Figure 1: Level 2 Processes

Level 1 Process Area Concepts

Key Concepts related to Work Management process are outlined in this section.

Concept Description

Why is the WorkManagement ProcessImportant to BHP Billiton?

The Work Management processes enable Operations with the requisite disciplinefor effective planning, scheduling and execution of Maintenance, Production andHealth, Safety, Environment and Community (HSEC) work activities inaccordance with the 1SAP Work Management GLD.

All activities qualifying as being Work Management relevant, no matter howinsignificant, must be executed on a Work Order to ensure that all Work

Management activities are managed in a safe, controlled, consistent andtransparent manner.

HSEC Utilisation of WorkManagement

The use of the Work Management process to manage and control workassociated with HSEC provides a simplified and integrated platform from whichexcellence in HSEC performance can be realistically established and maintained.Ultimately the full deployment and utilisation of the Work Management processwill deliver improved control effectiveness relevant to HSEC and operational riskissues.

Maintenance Utilisation ofWork Management

The use of the Work Management process to manage and control workassociated with Maintenance activities provides a simplified and integratedplatform from which excellence in Maintenance performance can be realisticallyestablished and maintained. Ultimately the full deployment and utilisation of the

Work Management process will deliver improved control effectiveness relevant to

Schedule Management

305.02.

Contractor Management

305.04.

Work ManagementMonitoring and Controlling

305.06.

Shutdown Management

305.03.

Data Management

305.05.

Work Strategy Management

305.01.

305. Work Management

305. Work Management

Type: Value-added chain diagram

BHP BillitonEngineer: Tugrul Bay sal

Owner: Andrew Buswell


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Maintenance activities.

Production Utilisation ofWork Management

The use of the Work Management process to manage and control workassociated with relevant Production activities provides a simplified and integratedplatform from which excellence in relevant Production performance can berealistically established and maintained. Ultimately the full deployment andutilisation of the Work Management process will deliver improved controleffectiveness with regard to relevant Production activities.

Work Management - DidYou Know?

The Work Management Process clearly defines accountability to drive thediscipline of Adherence to Schedule. Focus is maintained on 'planning the workand working the plan' by:- Planning what we do.- Doing what we planned.- Doing it well and delivering when we said we would, in a safe and effectivemanner.- Measuring, analysing, reviewing and continuously improving.


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Level 2: 305.01. Work Strategy Management

Level 2 Main Process Description

Encapsulates the creation of Work Strategies, executing investigations and managing engineering change, allof which aim to achieve loss elimination through optimal management of physical assets and the prevention ofEvent occurrence. The foundation of improvement opportunities are established through process disciplineand rigorous history capture in 1SAP. To achieve sustainability the outcome of Work Strategy activities willnormally result in a Master Data Request. Work Strategies shall be established to plan the activities required toprovide the expected outcome.

Level 3 Processes


Level 2 Main Process Concepts

Key Concepts related to Work Strategy Management process are outlined in this section.

Concept Description

Overview: Develop WorkStrategies Defines the scope and approach, selects the appropriate strategy, and defines

the tasks and frequencies within the strategy. Work Strategy development may betriggered from a capital project or from analysis of feedback within otherprocesses.

Overview: Deploy WorkStrategies

Embeds the developed or modified Work Strategy by translating the defined tasksand frequencies into Master Data Requests and controlled documents. Prior toapproval of the Master Data Request, the practicality of the activities areconfirmed.

Overview: Plan WorkStrategies

The intent of this process step is to plan Work Strategies enabling a zero-basedWork Management budget to be produced aligning with the Corporate AlignmentPlanning (CAP) Group Level Document. The outcome will be a 2 Year Budget as

outlined by Financial Budgeting Group Level Document.Overview: ExecuteInvestigation

This enables the identification of Contributing Factors and Root Causes forEvents, including the definition of Corrective and Preventive actions to preventEvent recurrence.

Overview: ManageEngineering Change

The Engineering Change process is initiated when a potential solution is identifiedthat is associated with a 1SAP Technical Object at Maintainable Unit or lower andis likely to require a change to Work Management Master Data.


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Level 3: 305.01.01. Develop Work Strategies

Level 3 Process Description

Defines the scope and approach, selects the appropriate strategy, and defines the tasks and frequencieswithin the strategy. Work Strategy development may be triggered from a capital project or from analysis offeedback within other processes.

Process Components

Figure 1: Process Components

Component Description

Initiate Work Strategies The purpose of this component is to explain the initiation requirements ofWork Strategies, to define Strategy Scopes and to gather all informationrequired to conduct Strategy development and finalise tasks.

Define Work Strategies The purpose of this component is to explain the development of WorkStrategies, as well as to define, identify and assess Work Strategies andWork activities.

Level 3 Process Concepts

Key Concepts related to Develop Work Strategies process are outlined in this section.

Concept Description

Why is the Develop WorkStrategies ProcessImportant to BHP Billiton?

This process can be triggered by different scenarios, such as:- equipment related problems are identified- problems in the execution of an existing Work Strategy- significant changes in the operational context or in the operating philosophy ofthe plant or fleet- development of a Greenfield project or an expansion of a Brownfield project- the result of an Event investigation.

The Work Strategy is developed through preparation and planning, scopedefinition, selecting the appropriate approach, and gathering relevant informationto analyse and define the Work Strategy. Where required a workshop then furtherdefines the Work Strategy and identifies the specific work tasks that will constitutethe developed Work Strategy.The process ends with the validation of proposedWork Strategy by peer review and finalising the list of work tasks. After WorkStrategies have been developed, it is deployed in 1SAP through the Deploy WorkStrategies process.


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Define Work Strategy Work Strategy Management is a risk based approach to deliver the intent of workcovered by the Work Management processes. When selecting a Work Strategy,the effect of the Work Strategy on the Residual Risk Rating (RRR) must beconsidered.

Categories of WorkStrategies The development of Work Strategies takes into account the desired businessbenefit and the desired result of the execution of the Work Strategy. The 1SAPProcess allows for the creation of Work Strategies that are aligned to thefollowing:- Condition BasedNotification created automatically from 1SAP, forscoping, when tolerance broken- Counter BasedWork Order created automatically from 1SAP, for Planning andScheduling, when parameters met- Time BasedWork Order created automatically from 1SAP, for Planning andScheduling, when time elapsed- FailureWhen inspection based strategies result in no reduction in failures.

Work Plan A Work Plan is an SAP Master Data object used to manage scheduling of workdefined in a Maintenance Item. Work Plans trigger regular creation of WorkOrders via Deadline Monitoring.

Overview: WorkManagement Master Data

The intent of the 1SAP Work Management Master Data design is to simplify theTechnical Object Structure (TOS) through a process of object consolidationbased upon core functions. The structure allows for:

collection of work history, grouped to allow effective analysiscostcollection for budgetingprovision of Work Management specific functionality such as Counters andDocuments.

All Maintainable Items must be linked to a Reference (Template) FunctionalLocation structure. Within BHP Billiton, all objects of the same technical type musthave the same structure. Reference Functional Location structures are simplifiedto ensure concentration of data for reporting and analysis.

Work ManagementMaster Data: TechnicalObject Structure

The Technical Object Structure and associated Master Data are:simple, minimised and logicaleasily accessible and used consistentlygoverned by standards aligned with policy and business needsthe foundation for process discipline and operational stabilityleveraged from standard data for standard equipmentconsist of standard structures and core elementsdesigned to enable drop in strategies for quick deploymentdesigned to enable sharing practices and comparable reporting and analysismanaged to drive sustainable quality and adherence to the standards.

The Technical Object Structure is Functional Location centric. The following rules,based on business requirements, are applied to establish which equipment will be

Technical Objects and Structural Elements.

Within the 1SAP design, Technical Objects are:Functional Locations

- Objects that do not qualify as Technical Objects are identified as lists inDocument Information Records, Plant tags or Linear Objects.

Safety Critical Elements.

The Technical Object Structure is linked to the Construction Type of the object.The same type of Functional Location is used for the same type of equipmentacross BHP Billiton. This form of standardisation allows leverage of all objectsthat are linked to these common Construction Types. For example, a Task Listlinked to common equipment will only be modified at the source and this will be

applied to all Functional Locations that use that Task List. This reduces time in


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developing Work Strategies for common equipment. By leveraging a commonreporting system, benchmarking of performance of common equipment isenabled.

Technical Objects identified as Functional Locations will be divided into:

Enterprise Functional LocationsOperational Functional Locations

- Maintainable Units- Maintainable Items.

Safety Critical Elements Safety Critical Elements are created for a Critical Control related to an HSECMaterial Risk Issue or for a Critical Control (which has a recertificationrequirement) for a Legal Material Risk. A Safety Critical Element is installedagainst a Functional Location and is visible in the Technical Object Structure. ASafety Critical Element is not a piece of equipment that moves in, out and withinthe Technical Object Structure; rather it is a location into which equipment isinstalled or a non-equipment Critical Control, which requires specialconsideration.

The Safety Critical Element created in 1SAP will, where required, contain theRecertification Date and Recertification Work Plan. These are known asserialised materials.

To enable the visibility of the repair or certification of specific Materials used onequipment based Safety Critical Elements, Materials are flagged for QualityInspection. This triggers a process within Work Management after repair orcertification, to inspect and attach provided documentation to a DocumentInformation Record. The Material Number and Manufacturers Serial Number willbe included in the Document Information Record Characteristic values.

Construction Assemblies Construction Assemblies are non-Plant specific objects which represent similarpieces of plant or equipment with the same Construction and Work Strategy.

Notifications and Work Orders are not created with reference to a ConstructionAssembly. All equipment that is essentially of the same construction, althoughsome of the components within are different, will be assigned the sameConstruction Type. Sub Assemblies/ Bill of Materials (BOMs) will be used toassess the differences; this will preserve the Construction Type integrity.

Sub-Assemblies Sub-Assemblies are logical groups of Bill of Materials, created as manageablesegments to facilitate ease in locating Materials from within a Work Order.Sub-Assemblies either contain further Sub-Assemblies or Materials.Sub-Assemblies do not contain mixed items (Sub-Assemblies and Materials).Notifications and Work Orders are not created with reference to a Sub-Assembly.

PreservationMaintenance

Certain Plant Spares require activities to be performed to maintain their integritywhile in storage. These activities will ensure that they are fit for purpose when

issued to a Work Order.

The preservation of Plant Spares which are warehoused require the creation of aWork Plan at the Warehouse Functional Location. Preservation activities are to begrouped logically as to type of Plant Spare and the activity to be performed. AMaintenance Item is created for each group of Plant Spares, with the associatedMaterial numbers listed in the Object List. On Work Order Planning, the PlannerController will review inventory levels for each Material in the Object List for theirPlant and adjust the default Work and Duration for the created Work OrderOperations accordingly; this is required to reflect the true required effort requiredto perform the preservation maintenance.

No consideration will be given to the time the Plant Spare has been stored; all

Materials listed in the Work Order, which are stocked at that point in time, will be


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maintained in the same manner as per the Work Order Operations.

Activities

Activity Description

Develop Work Strategies The objective of this activity is for the learner to:- gather the required information to conduct the Work Strategy developmentworkshop- review Reference Functional Locations to draw off the global inventory ofWork Strategies- identify required spares/parts from the Bill Of Materials to complete thedetails of the work activities.

Link

http://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31470?mode=EU

Component : Define Work Strategies

305.01.01.060. Define Work Strategy

Step Detail

What The goal of this process step is to identify the specific work tasks to support thestrategy. The objective is to understand in what way each failure matters, what can bedone to prevent each failure, and what should be done if a suitable preventive task

cannot be found.

How To define the Work Strategy, review the process section, equipment, andsub-assemblies while considering the following:

if the equipment under analysis is part of the critical path of productionhow the operating strategy may restrict the Work Strategyif it has redundancy built inif they have stand-by equipment.

Consider an example of how the Work Strategy may be restricted: A grinding line in alarge concentrator plant runs on a Fixed Interval strategy with the shutdown windowsdictated by the life of the mill liners. The entire grinding line stops only for 3.5 days

every 12 weeks. The maintenance of all the equipment in the grinding line follows thesame sequence. When deciding on the strategy to maintain the clutch of the mill, theoptions are restricted by the overall strategy of the grinding line. Next, perform thefollowing steps:

1. Define the system to be analysed: This includes a clear definition of the boundariesof the system. This can be a piece of equipment or a sub-assembly within theequipment.

2. Define the functional requirement of the system: This is the definition of what thesystem is supposed to do and must be described in specific terms, quantifying eachfunctional requirement whenever possible. The functions are sorted into two groups ofImportant functions and Non-important functions with appropriate justifications. The

criteria to determine whether a function is important are local Operation level decisionsbased on specific operating conditions.
http://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31470?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31470?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31470?mode=EU


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3. Perform a FMECA (Failure Mode, Effects and Criticality Analysis) for importantfunctions: For each important function, identify the failure modes and every componentassociated with the functional failure. Next, list only the most significant failure modesfor each component, along with the most dominant plant effects for the failure mode.

From this analysis, determine the criticality of the components. If a component isdetermined as critical, then identify appropriate causes for the potential failure modes.

4. Identify Work Strategy for critical component: From the appropriate causesdetermined for the failure modes, identify applicable and effective maintenance tasks toaddress those failure modes. In most cases this is done based on the experience of theTechnicians conducting the analysis.

5. Identify Work Strategy for non-critical component: If a component is determined asnon-critical, then evaluate if Run to Failure (RTF) is an option or identify a suitable Worktask to maintain the equipment. In most cases, this is done based on the use ofstandard templates or on the experience of attendees of the analysis. Next, for each ofthe individual equipment or sub-assemblies for which the Work Strategy is to be

developed, decide on a strategy. Work Strategies that may be applied include:Operate to Failure /Run to Failure (OTF/RTF). This strategy is applied if theconsequence of the failure is insignificant or cost of prevention is higher than the cost offailure and there are no safety consequences

Condition Based Maintenance (CBM). This strategy is applied where detection of theonset of failure is possible through condition monitoring or routine inspection and aninterval between potential failure and actual failure (P-F interval) exists that enablesintervention

Fixed Time, or Interval, Maintenance (FTM). This strategy is applied to wear typefailure modes to ensure that work is carried out by elapsed time or the completion of aninterval

Failure Finding Tasks (FFT). This strategy is applied to have checks for a hiddenfunction at regular intervals to find out if it has failed

Design Out. This strategy is applied when the consequence of failure cannot beaccepted and no strategy can be applied, and an Engineering Change Request isrequired.

The RCM (Reliability Centered Maintenance) Decision Diagram supports this processstep.

305.01.01.070. Identify Specific Work Activities

Step Detail

What The goal of this process step is to provide details and estimates for the identified tasksso that a cost-benefit analysis can be completed. This information also assists incompletion of Work Plans, Task Lists, and other supporting Master Data objects duringdeployment activities.

How To consolidate tasks identified as part of the Work Strategy development and theirassociated frequencies, populate requirements onto a Work Strategy Worksheet.

The frequency of Conditions Based Monitoring , Fixed Time Maintenance, or FailureFinding Tasks is characterised by:for Conditions Based Monitoring, the time available between when a potential failurecan be identified and when equipment failure will result in a breakdown. Use ofcondition or performance monitoring techniques increases the window available for

detection.


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for Fixed Time Maintenance, the wear characteristics or failure history of equipmentcomponentsfor Failure Finding Tasks, the risk associated with failure and redundancy in thesystem. To estimate the cost of the activities, determine labour hours (work) andassociated hourly activity rate. In addition, estimate the cost of services for the task,

including any associated proportion of overhead costs, for example, mobilisation andaccommodation. Associated documents to assist in the execution of the activity, forexample, work instructions, are also to be identified and noted.

Manual Form Work Strategy Worksheet is used by this process step.


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Level 3 Metrics

Process Metrics

Name Description

Compliance to Work Plan Compares the number of finished system generated Work Orders in theperiod within tolerance, to the number of finished system generated WorkOrders in the same period.


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Level 2: 305.02. Schedule Management

Level 2 Main Process Description

Enables Events to be reported and work requirements to be approved, planned, scheduled, executed andclosed out. In addition, capturing appropriate history and providing feedback identifies process discipline andimprovement opportunities. Interdependencies with Inventory, Procurement, Human Resources andContractor Management enable resources to be available as planned. Similarly, interdependencies withProduction enable access to plant and equipment.

Level 3 Processes


Level 2 Main Process Concepts

Key Concepts related to Schedule Management process are outlined in this section.

Concept Description

Why is the ScheduleManagement ProcessImportant to BHP Billiton?

The Schedule Management main process is important because it provides adisciplined approach to managing work. The 1SAP design drives front-endloading, control and predictability. The Schedule Management Process promotesthe behaviour and process discipline necessary to achieve these and is thereforethe process all Operations must strive to follow and rely on to manage most work;the use of the Shutdown process is always by exception.

Available resources are utilised efficiently and effectively to execute workactivities, therefore contributing to reliable and safe production. The main process

also contributes to effective work control by executing well defined WorkStrategies and supporting continuous improvement.

Overview: Report Eventsand Work Requirements

Gathering information prior to Notification creation enables the following to occuron a Notification:- Confirmation that the Notification is valid- Initiation of an impact assessment for all Events- Initiation of Schedule Management process activities.

Overview: Plan Work Work planning is undertaken for Approved Planning Notifications or systemgenerated Work Orders. All system generated Work Orders are reviewed forcompleteness. Once fully planned, the Work Order is Released, triggeringInventory, Procurement and scheduling.

Overview: Schedule Work Work scheduling assigns planned Work Order Operations to a person on the

required day of execution. Prior to schedule commitment, material and service


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availability is confirmed. Work is assigned by Priority and balanced against WorkCenter labour capacity. The schedule is committed to by the relevantstakeholders at the Weekly Scheduling Meeting. Once confirmed, Work Packs(Work Order Form and attachments) and the Work Schedule are printed inpreparation for execution.

Overview: Execute Work Work execution includes all preparation, activity execution and post-activities(quality and safety checks before handover). Ensures daily Time Confirmationsare completed, handover to the next shift is conducted for ongoing work andreturn of goods to Store.

Overview: RescheduleWork

Rescheduling for urgent work and work not executed due to resource issues aremanaged. Alternative resource and work scope options are considered to balancethe business impact. Risks associated with schedule alterations are controlledand the outcome is communicated.

Overview: Close OutWork

Close out takes the Work Order and Notification through to completion; thisincludes closing redundant Work Orders. This is achieved by entering failurehistory, initiating Subsequent Notifications and the creation of MeasurementDocuments.

Overview: AnalyseFeedback

Feedback provided during work planning and execution or improvementsidentified during Work Management metrics analysis provide triggers foramendments to Documents, Master Data requests for creation or change,challenging of Work Strategies or amendments to terms of service provision.

Shutdown Management:Objective

The default process followed is the Schedule Management Process to implementprocess discipline ensuring operational strength that will lead to improvedreliability. The management of work through the Shutdown Management Processis the exception to this rule, when the criteria for such is met.

An Outage will be considered as a Shutdown, when the budget for the activities isa minimum of US$500,000 and when a combination of the following conditionsexist:

production stoppage is scheduled/forecast ahead of timethe total stoppage time is a significant contributor to the Production Plana separate monetary budget exists for the Outagethe budgeted / planned cost is a significant portion of the department budgetpermanent or temporary dedicated roles exist within the organisation for theOutage

additional resources are required, e.g. labour, infrastructure, cranesis required to be managed outside of the Schedule Management & ProjectManagement processes due to:

- a requirement for scheduling and management of high volume and complexmobilisation and de-mobilisation tasks

- a requirement for single point real-time management/communication ofvariations on multiple integrated tasks

- a requirement for the identification of deviation from critical path and the needto initiate mitigation strategies to meet milestones.

The criterion that an event must at least be $500,000 in value to be classed as aShutdown is not to be used as the sole criteria for the management of work usingthe Shutdown Management Process. Work that exceeds the $500,000 limit muststill and always be executed using the Schedule Management Process, unlessthe additional criterion is also met.

Shutdown CostManagement

Non-Work Order cost management:$500k per annum, able to create a dedicated Shutdown overhead Cost Center

and used as the Account Assignment on Purchase Requisitions.


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Direct (Work Order) costs will settle to the Equipment Cost Center and becollected against a Statistical WBS (Work Breakdown Structure) for Shutdowncost control.

Master Data Considerations - Revisions are MDO (Master Data Object)Controlled:

Type 01One Holding Revision per Planning PlantType 02Shutdown Event.

Overview: Notifications A Notification is required for the following reasons:to report all Events (Events are defined as any occurrence that has resulted in,or has the potential to result in, adverse consequences to people, theenvironment, community, property, reputation or a combination of these. Thisdefinition includes equipment failures therefore the majority of Notifications will beEvents).

to initiate all work within the Work Management Processto initiate an Investigation

to initiate an Engineering Change Assessment.

All Events require Impact Assessment (Work Requests do not), thereforeNotification codes of Event and Work Request are separated to support WorkPerformance Management processes.

All Notifications will be evaluated and system approved by a holder of the WorkManaging Global Job Group prior to resultant activities including (but not limitedto) Investigation Notification creation, Subsequent Work Request Notificationcreation, Work Order creation.

Notifications: Scoping The Notification Scope is to include a description of the boundaries of the workrequirements. This will define the limits of the activity and any task or area specificinformation to assist in the planning of the resultant Work Order. During planning,

each of the individual scopes of the resultant Work Orders will be utilised to buildconcurrent, consecutive and integrated activities, ensuring an executableschedule is formulated. The planning of the Work Orders may require in-fieldchecks to ensure that dependant activities are verified and interactions areidentified for resource optimisation.

System-generated Work Orders for daily area inspections may include anallowance of time for scoping Notifications that do not have sufficient informationwithin.

Notifications: SubsequentNotifications

Subsequent Notifications are to be used when there is a requirement tosystem-link Notifications, including:

linking of Event Notifications to Investigation Notifications (Events will only beinvestigated when the business defined Investigation Criteria is met)

linking of Investigation Notifications to Work Request Notifications (Eachcorrective and preventive action from an investigation requires a Work RequestNotification to initiate the work)

linking of Notification on PM02 Inspection Work Orders to Work RequestNotifications (Work identified within the scope of the Inspection requires a newWork Request Notification to initiate the work)

linking of Event or Work Request Notifications to additional Work RequestNotifications (Where the resulting single Work Order from the initial Notificationwould contravene the Work Order granularity rules).

Notifications: Outcomes Notifications as a result of processing may be either of the following:Notification Cancelled (User StatusNEW, System StatusNOCO) - Assignedto Notifications that are duplicates or are not appropriate for reporting in 1SAP.

Notification Completed (User StatusAPR, System StatusNOCO) -


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Assigned to Approved Notifications that do not require a Work Order (e.g. Eventthat does not require an Investigation, Notification that breached granularity rulesand Subsequent Notifications were created to define all work requirements)

Notification with Order Assigned (User StatusAPR, System StatusORAS &NOPR) - Approved Notifications with a Work Order.

Work Orders All activities qualifying as being Work Management relevant, no matter howinsignificant, must be executed on a Work Order primarily to ensure that all WorkManagement activities are managed in a safe, controlled, consistent andtransparent manner.

The execution of work extends to all functions and related personnel using theWork Management process.Although an employees Position Descriptionoutlines the responsibilities that they are to complete as part of their employment,where those responsibilities are covered by the Work Management usage ofWork Orders, then Work Orders are used for the execution of those activities.Many persons will be using the same process for different execution reasons; in asimilar way that many personnel use the Supply process to procure goods for

different reasons.Work Order Granularity With the exception of system-generated circuit maintenance (an activity executed

across multiple Maintainable Units or Maintainable Items), separate Work Ordersmust be raised for activities to be completed which are individually identifiedwithin the Technical Object Structure. One work-front may generate differentinformation sets that need to be readily and separately identifiable in 1SAP.These differences may include:

MaterialsCostsHistoryWork Order TypeTechnical ObjectMain Work Center.

Work Orders are required to be neither created for individual tasks in a sequencedependant activity nor is a Work Order to be created for extended activitiesalthough on a single Technical Object. The required Work Order granularity canbe determined by assessing whether the proposed Work Order Composition:

has a predefined start and finish dateis a defined package of workcontains work that is required to be entirely completed to finish a task (i.e. AWork Order Operation could not remain open and the work be deemed a successor the equipment returned to service)

can be scheduled at the same time, although being scheduled over a numberfor Schedule Periods

can be assigned a Main Work Center solely accountable for the execution of all

tasks within.

Notifications are only approved for Work Order creation where the resultant WorkOrder complies with the granularity rules.


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Level 3: 305.02.01. Report Events and Work Requirements

Level 3 Process Description

Any Event occurrence which is represented as an Impact Type on the BHP Billiton Severity Table is reportedand work requirements are identified and assessed based on Priority.

Notifications are approved for further processing and Immediate Work Orders are created for ApprovedImmediate Notifications.

Process Components

Figure 1: Process Components

Component Description

Event Notification Identification The purpose of this component is to explain the activities required when anEvent has been identified which requires reporting. These activities includedetermination of emergency response activities, notifying stakeholders,legal professional privilege requirements and information gathering.

Create Scoped Notification The purpose of this component is to explain the activities required whencreating a scoped Notification. These activities include identifying theTechnical Object, populating the Notification with the required detail andreviewing the status of created Notifications.

Evaluate and ProcessNotification The purpose of this component is to explain the activities required whenreviewing a Notification to determine validity. These activities include adetailed review of the Notification, approving valid Notifications, cancellingredundant Notifications and informing stakeholders.

Process SubsequentNotification

The purpose of this component is to explain how to identify the requirementfor Subsequent Notifications. These activities include identifying specificNotification requirements, whether an Investigation Notification is required,and the actual creation of the Subsequent Notification.

Create Immediate Work The purpose of this component is to explain the activities required whencreating an immediate Work Order. These activities include creating a PM03Work Order from an Immediate Priority Notification then releasing and

printing the Work Order.


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Level 3 Process Concepts

Key Concepts related to Report Events and Work Requirements process are outlined in this section.

Concept Description

Initiate EscalationProtocol

When consulting the Escalation Protocol for the Operation, determine theorganisational positions to be notified/consulted with regards to this specificEvent. The position to contact may vary depending on the Event Impact type,

Actual and Potential Risk.

Identify Technical Object To identify a Technical Object on which to create a Notification, the primarymethod is to identify the location within the Technical Object Structure. Where thisis not easily achieved due to the user not understanding the Plant structure or thebusiness utilising a Plant Tagging System such as the use of Plant Tags orProcess and Instrumentation Diagrams (P&IDs), a search for the specificTechnical Object is undertaken by first searching by Safety Critical Element, thenif the location is not found continue to search by Functional Location.

Report Events Due to an Event being an 'occurrence', simply stated 'something happened' thatresulted in or could have resulted in adverse consequences, the majority ofNotifications created within the business will be coded as 'Events'. Notificationscoded as 'Work Request' would be rare due to these Notifications not being as aresult of an 'occurrence'.

Populate Notification On creation of a Notification the user is required to fully complete the Event/WorkDetails tab of the Notification in preparation for future evaluation. Additionalinformation on other tabs is only included if known.

Evaluate Notifications Additional information to complete Notification approval and evaluation process isentered into the Notification, including Impact Data for Events. Where additional

information is required to complete this Evaluation, the most appropriate personfrom whom this information may be obtained, is determined.

Why is the Report Events& Work RequirementsProcess Important to BHPBilliton?

It enables the reporting of Events, and the initiation of Work, Investigations andEngineering Change Requests. This process is the trigger for schedulemanagement activities.

Activities

Activity Description

Create Work RequestNotification

The objective of this activity is for the learner to:- initiate the creation of a Work Request Notification against a FunctionalLocation by using a known Plant Tag, P&ID Identifier or Linear Object- populate the Work Request Notification with details of the Work Request- update the Work Request Notification with a Document Information Record- review a created Work Request Notification to check on its status- update the Work Request Notification with User Status 'INF' (AdditionalScope Required) with information obtained during the review process.

Link

http://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31855?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31855?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31855?mode=EU


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Create Event Notification The objective of this activity is for the learner to:- initiate the creation of an Event Notification against a Safety CriticalElement by using a known Plant Tag or P&ID Identifier or through theFunctional Location Structure- initiate the creation of an Event Notification against a Functional Location

by using a known Plant Tag, P&ID Identifier or Linear Object, where thelocation cannot be easily identified through the Technical Object Structure- populate the Event Notification with details of the Event- update the Event Notification with a Document Information Record- execute the Event Notification review methodology selected earlier- update the Event Notification with User Status 'INF' (Additional ScopeRequired) with information obtained during the review process- generate required Event Notification information to enable the collation ofthe Event Report to be sent to External Stakeholders.

Link


Create MaintenanceEngineering ChangeNotification

The objective of this activity is for the learner to:- initiate the creation of a Maintenance Engineering Change Notificationagainst a Functional Location by using a known Plant Tag, P&ID Identifier orLinear Object- populate the Maintenance Engineering Change Notification with details ofthe Maintenance Engineering Change- update the Maintenance Engineering Change Notification with a DocumentInformation Record- review a created Maintenance Engineering Change Notification to checkon its status

- update the Maintenance Engineering Change Notification with User Status'INF' (Additional Scope Required) with information obtained during thereview process.

Link


Create InvestigationNotification

The objective of this activity is for the learner to:- initiate the creation of an Investigation Notification against a FunctionalLocation by using a known Plant Tag, P&ID Identifier or Linear Object- populate the Investigation Notification with details of the Investigation

- update the Investigation Notification with a Document Information Record(DIR)- review a created Investigation Notification to check on its status- update the Investigation Notification with User Status 'INF' (AdditionalScope Required) with information obtained during the review process.

Link


Component : Event Notification Identification
http://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31843?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31843?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31851?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31851?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31847?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31847?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31847?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31851?mode=EUhttp://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31843?mode=EU


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305.02.01.010. Determine Emergency Response Activities

Step Detail

What The goal of this process step is to determine if any Emergency Response activity is

required to control the Event and ensure there is no further impact on People, theEnvironment or Property. These activities are carried out without the use of a WorkOrder and are governed by the Operation's Emergency Response protocols.

How To determine appropriate Emergency Response activities, without a Work Order,consider the potential HSEC impacts should the Event not be controlled or mitigationsteps taken to limit any immediate knock-on effects from the Event.

Where Emergency Response activities are deemed to be required, or where doubtexists as to whether they are required, initiate the Operations Emergency Responseprotocols.

305.02.01.020. Execute Emergency Response Activities

Step Detail

What The goal of this process step is to execute Emergency Response activities, without aWork Order, to control the Event to ensure there is no further impact on People, theEnvironment or Property.

How To execute Emergency Response activities, without a Work Order, take action as perthe Operations Emergency Response protocols and as directed by EmergencyResponse team members.

305.02.01.030. Notify Internal Stakeholders

Step Detail

What The goal of this process step is to perform the following:Initiate the Escalation Protocol to notify internal stakeholders of Event occurrence,where required

Initiate the Escalation Protocol to notify internal stakeholders of the requirement forSchedule Interrupt Work, where required

Initiate the Escalation Protocol to assess the necessity of performing Immediate orUrgent Work, where required

Obtain confirmation from stakeholders of Event / Work Request validity and

subsequent authorisation to conduct Initial Information Gathering.

How To notify internal stakeholders of Events, and where required Schedule Interrupt Work,perform the following:

Refer to the Escalation Protocol for guidance on which stakeholders requirenotification and timeframes for providing this notification

Obtain confirmation that Event / Work Request is validfor valid Event / Work Requests Obtain authorisation to conduct Initial InformationGathering.

305.02.01.060. Conduct Initial Information Gathering


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Step Detail

What The goal of this process step is to gather initial information on the Event / Work Requestto enable all of the following to occur:

Confirm the Event / Work Request is valid,for valid Work Requests confirm any impact on the published scheduleConfirm that the necessary information on the Schedule Interrupt Work Request isobtained as soon as possible.

How To gather initial information perform all of the following activities:Collect information on all of the following:

- Main Work Center accountable for evaluating the Event / Work Request

To gather initial information perform all of the following activities:Collect information on all of the following:

- Main Work Center accountable for evaluating the Event / Work Request

- supporting documentation associated with the Event / Work Request that canassist in planning activities (e.g. reports, diagrams, photos).

- specific Functional Location- exact Date and Time of Event occurrence, or Work Request identification, or

Audit completion- any relevant Task List which may exist- required Start and End dates and times- where a requirement for an activity is determined which does not have a Task

List (e.g. one-off or new task), identify the following for each task, where known:- Estimated Work Effort Duration (in hours)- Name of person to perform the task, where required; before nominating the

person responsible for the task, the following must be performed:- Discuss the task with the individual and obtain commitment to Start / Finish dates

and estimated Work Effort Duration (in hours)- where required, obtain approval from their line manager for task assignment to the

individual.for Events where it is clear an Investigation will be required, perform initial informationgathering in accordance with the Investigation Protocol.

when an Immediate or Urgent work requirement is identified, perform all of thefollowing:

- identify any pre-planned future work that can be executed to rectify the fault insteadof creating a new Work Request or work that should also be completed at the sametime as the interrupt work. This may also include future work on any associatedequipment. The following points are relevant for future pre-planned Work:

- Inform relevant people that the pre-planned work should be executed to ensurethat the jobs are done safely

- Arrange for the execution of the opportune work, if approved (this may not bepossible)

- the decision to execute opportune work is based on many factors includingavailability of resources, duration of required work and pre-planned work.

- identify all job related HSEC requirements (including Legislative and Fatal RiskControls) prior to and during work execution.

- when determining which Notification Priority to set on the Event/Work Request,consideration is to be given to balance the HSEC, Legal and Financial Risk, includingWork Order resource planning requirements.

Once initial information gathering activities have been performed, where requiredreview with stakeholders to confirm the following:the Event / Work Request is valid. To confirm if the Event and Work Request is valid,

business judgement is to be used. If determined as non-valid ensure this is


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communicated to the Event / Work Request initiator.for valid Work Requests, whether it will interrupt a published Schedulethe necessary information has been obtained to enable Notification creationfor all valid Work Requests assess the Work Request against the granularity rules(Referenced in the Schedule Management Design Intent). If any of the granularity rules

have been breached more than one Work Request Notification will be required.- supporting documentation associated with the Event / Work Request that can assist inplanning activities (e.g. reports, diagrams, photos).

- specific Functional Location- exact Date and Time of Event occurrence, or Work Request identification, or Audit

completion- any relevant Task List which may exist- required Start and End dates and times- where a requirement for an activity is determined which does not have a Task List

(e.g. one-off or new task), identify thefollowing for each task, where known:

- estimated Work Effort Duration (in hours)- name of person to perform the task, where required; before nominating the person

responsible for the task, the following must be performed:- discuss the task with the individual and obtain commitment to Start / Finish dates

and estimated Work Effort Duration (in hours)- where required, obtain approval from their line manager for task assignment to the

individual.for Events where it is clear an Investigation will be required, perform initialinformation gathering in accordance with the Investigation Protocol.when an Immediate or Urgent work requirement is identified, perform all of thefollowing:

- identify any pre-planned future work that can be executed to rectify the fault insteadof creating a new Work Request or work that should also be completed at the sametime as the interrupt work. This may also include future work on any associatedequipment. The following points are relevant for future pre-planned Work:

- Inform relevant people that the pre-planned work should be executed to ensurethat the jobs are done safely

- Arrange for the execution of the opportune work, if approved (this may not bepossible)

- the decision to execute opportune work is based on many factors includingavailability of resources, duration of required work and pre-planned work.

- identify all job related HSEC requirements (including Legislative and Fatal RiskControls) prior to and during work execution.

- when determining which Notification Priority to set on the Event/Work Request,consideration is to be given to balance the HSEC, Legal and Financial Risk, includingWork Order resource planning requirements.

Once initial information gathering activities have been performed, where requiredreview with stakeholders to confirm the following:the Event / Work Request is valid. To confirm if the Event and Work Request is valid,business judgement is to be used. If determined as non-valid ensure this iscommunicated to the Event / Work Request initiator.for valid Work Requests, whether it will interrupt a published Schedulethe necessary information has been obtained to enable Notification creationfor all valid Work Requests assess the Work Request against the granularity rules(Referenced in the Schedule Management Design Intent). If any of the granularity ruleshave been breached more than one Work Request Notification will be required.

Component : Create Scoped Notification


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305.02.01.090. Identify Location in Structure List

Step Detail

What The goal of this process step is to initiate the creation of a Notification by using the

Technical Object Structure:Events are created at the Technical Object that best represents the physical locationwhere the Event occurred

Work Requests are created at the lowest possible level in the structure to ensureaccurate identification of the object affected by the work

Events which will require the execution of work are created at the lowest possiblelevel in the structure to ensure accurate identification of the objects affected by the work

Engineering Change Notifications are created at the Technical Object where theproposed change will be implemented.

How To record related details in 1SAP as a Notification, access to 1SAP is required. Theperson who identified the Event or Work requirement, determines their 1SAP access:

if they do not have access, due to not having system access to 1SAP, they mustcontact their Supervisor, or delegated person, to request them to create a Notificationand to furnish them with all the relevant details

if they do have access, they will proceed to create the Notification in 1SAP.

To request the Supervisor or delegated person to create Notifications, the followingpoints need to be considered:

the person requested to create the Notification has 1SAP access and is generally partof the originating department

the Event Reporter or Work Requestor gives clear details of what, where and whenwith regard to the Event Details or work requirements

the Event Reporters / Work Requestor's name and contact details are to be known, incase further details are required for clarification. The original requester details will bedefined in the Notification as the contact in the 'Reported by' field and their contactdetails noted in the 'Long Text' of the created Notification.

To locate the Technical Object use transaction Create Notification from Structure List'and perform the following:

drill down through the Technical Object Structure and select the Technical Objectrequired. When selecting the Technical Object the following must be adhered to:

- a Notification for an Event / Work Request that impacted or impacts on a SafetyCritical Element must always be created at the Safety Critical Element

- if it is not possible to identify the required Functional Location or Safety CriticalElement through the Functional Location Structure, proceed to search for a FunctionalLocation or Safety Critical Element using the known Plant Tag, P&ID identifier or LinearObject. Where it is confirmed that a Technical Object does not exist at the granular levelthat you require, select the next level up within the Technical Object Structure.

- Events are created at the Technical Object that best represents the physicallocation where the Event occurred, with the following considerations:

- where an Event involves equipment, that as a result of the Event requires repair,the Notification must be created at the Technical Object that represents the equipment.

- where an Event involves equipment, that as a result of the Event does notrequire repair, the Notification must be created at the Technical Object that bestrepresents the physical location where the Event occurred. A description of theequipment is to be made in the Notification Long Text.

- where an Event involves more than one piece of equipment, that as a result ofthe Event does not require repair, the Notification must be created at the TechnicalObject that best represents the physical location where the Event occurred. Adescription of all equipment is to be made in the Notification Long Text.

- where an Event involves more than one piece of equipment, that as a result ofthe Event one piece of equipment requires repair and additional equipment does not


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require repair, the Notification must be created at the Technical Object that representsthe equipment that requires repair and reference to the equipment that does not requirerepair is to be made in the Notification Long Text.

- where an Event involves more than one piece of equipment, that as a result ofthe Event more than one piece of equipment requires repair, the Event Notification will

be created at the Technical Object that represents the equipment most damaged orimpacted by the Event and reference to the other equipment is to be made in theNotification Long Text. An additional new Work Request Notification will also becreated for each piece of equipment that requires repair at the Technical Object thatrepresents the piece of equipment.

- where an Event occurs in an office environment that is outside the responsibilityof an Operation, the Event Notification will be created at the Technical Object that bestrepresents responsibility for that office as individual offices do not have specificTechnical Objects (e.g. A Notification for an Event occurrence at an office that isoutside the responsibility of an Operation, but within the responsibility of the Asset orthe Customer Sector Group (CSG) will be created at the applicable Asset or CustomerSector Group (CSG) level Technical Object. Similarly, the Notification for an Eventoccurrence within an office that houses Marketing, Group Functions or Minerals

Exploration resources will be created against the most relevant Technical Object, whichtypically will be the Country within which the office is located, under each of therespective business areas).

- where an Event involves a worker whilst travelling outside of their base worklocation, the Event is to be created against the Technical Object that best representsthat part of the business that is accountable for managing the risk associated with theEvent (e.g. A worker travelling between Operations is involved in a vehicle accident; theTechnical Object selected would be the persons base location, as they would generallybe accountable for managing off-site travel risk for the person involved. Anotherexample is when a worker from one location is involved in an Event whilst working at asecondary location that is not that workers base location, the Technical Objectselected would be the secondary location as management at this location are generallyaccountable for risk management at this locality).

- Work Requests are created at the lowest possible level in the Technical ObjectStructure to ensure accurate identification of the object affected by the work.

- Events which require the execution of work are created at the lowest possible levelin the Technical Object Structure to ensure accurate identification of the objectsaffected by the work.

once the appropriate Technical Object has been identified, select the TechnicalObject and from the Menu path > Create notification > General. The Notification willbe populated in the next step.

Note: Where the object is to be located by its Plant Tag or its Linear Object, it will not belocated within this process step.

Note: When executing this step, consideration should be given to the 'Remote WorkingProtocol' to determine the appropriate means of transacting.

305.02.01.100. Locate Safety Critical Element by Tag

Step Detail

What The goal of this process step is to initiate the creation of a Notification against a SafetyCritical Element by using a known Plant Tag or P&ID Identifier, where the SafetyCritical Element cannot be easily identified through the Functional Location Structure.

How To locate a Safety Critical Element by Plant Tag or P&ID identifier use transaction''Create Notification from Safety Critical Element Search' and complete only the

following fields:


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Class Type - 002 (Equipment class)Class - PM_EQUI_COMMMaintenance plantEnter the relevant Maintenance PlantClick 'Valuation' button and within the popup screen enter the Plant Tag or P&IDIdentifier in the 'Plant Tag Identifier' field. Click 'Continue (Enter)' button (green tick at

bottom left)

Execute Transaction.

If there is only one Safety Critical Element found the 'Display Equipment: General Data'screen will be displayed. In this case perform the following:

navigate to Structure > Structure List, this will return 'Display Equipment: StructureList' screen

to display the Functional Location Structure where the Safety Critical Element isassigned Click the 'Levels above' button.

If there is more than one Safety Critical Element found, a list of results will be returnedin the 'Display Equipment: Equipment List' screen. In this case perform the following:

from the returned Safety Critical Element list, select the Safety Critical Element lineItem, then navigate to Structure > Hierarchy List, this will return 'Display Equipment:Structure List' screen

to display the Technical Object Structure where the Safety Critical Element isassigned, Click the 'Levels above' button.

Select the Safety Critical Element and from the menu path Goto > Create notification >General.

Should no Safety Critical Element be found, proceed to search for a FunctionalLocation using the known Plant Tag, P&ID or by Linear Object.

Note: Where the object to be located is a Linear Object, this will not be located within

this process step.


305.02.01.110. Locate Functional Location by Tag / Linear Object

Step Detail

What The goal of this process step is to initiate the creation of a Notification against aFunctional Location by using a known Plant Tag, P&ID Identifier or Linear Object,where the location cannot be easily identified through the Technical Object Structure.

How To locate a Functional Location by Plant Tag, P&ID identifier or Linear Object usetransaction 'Create Notification from Functional Location Search' and perform one ofthe following within the screen:

Enter only the following:- Class Type003- Class - PM_FLOC_COMM- Maintenance Plant - Enter the relevant Maintenance Plant- Click 'Valuation' button and within the popup screen enter the Plant Tag or P&ID

Identifier in the 'Plant Tag Identifier' field, or enter the Linear Object ID in the 'LinearObject' field.

- Click 'Continue' button (green tick at bottom left)

Enter only the following:


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- Sort field - Enter the Plant Tag.

Execute the transaction.

If there is only one Functional Location found the 'Display Functional Location: Master

Data' screen will be displayed. In this case perform the following:Navigate to Structure > Structure List, this will return Display Functional Location:Structure List' screen.

If there is more than one Functional Location found, a list of results will be returned. Inthis case perform the following:

from the returned Functional Location list, select the Functional Location line Item,then navigate to Structure > Hierarchy List this will return the Functional LocationStructure.

Select the Functional Location and from the Menu path Goto > Create notification >General.

Where it is confirmed that the Technical Object does not exist, select the next level upwithin the Technical Object Structure.


305.02.01.120. Check for Notification Duplicates

Step Detail

What The goal of this process step is to check for Notification Duplicates. DuplicateNotifications are closed without saving.

How To check for Notification Duplicates continue in the current transaction and determine ifany existing Notifications and Work Orders are open for the same Technical Object.Before populating the required fields within the initiated Notification, an ObjectInformation box will appear if there are open Notifications and Work Orders for thesame Technical Object, the following is relevant with regards to the Object Informationbox:the Object Information box can be used to identify previously identified Events andWork Requests for the same Technical Object by drilling into the listed Notifications andWork OrdersReview the listed Notifications and Work Orders, if an existing Notification or WorkOrder is, found exit the Notification being created without saving. If no existing

Notification exists continue with creating a new Notification.


305.02.01.130. Update Notification with Document Information Record

Step Detail

What The goal of this process step is to update the Notification with a Document InformationRecord (DIR).

How To update the Notification with the Document Information Record perform the following:


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Locate the Notification using transaction 'Change Notification'Enter the Notification number and execute the transaction.

For Controlled Documents that have been created as a 1SAP Document InformationRecord select the 'Documents & Investigation Findings' Tab, scroll down to the Linked

Documents sub screen and perform the following:Ty.PMADocumentEnter the Document Information Record (DIR) number, if unknownperform the following:

- in the Document field Click the Possible Entries Search button, the searchfunctionality box is displayed

- from the popup box select 'Find document via class'- in the 'Find Objects in Classes' screen complete the following fields:

- Class - DM_PMAC_COMM (Document Info record Common)- Class Type017 (Document management)- Click 'Continue (Enter)' button, in the search screen enter the relevant

Document Information Record (DIR) Characteristic values (e.g. Maintenance PlanningPlant, Main Work Center, etc)

- Click 'Find in initial class' button, a list of Object (Document Number) isgenerated

- Click 'Change Layout' button (button to the right of green tick) to bring otherCharacteristic value into the list if necessary (e.g. Description)

- If further detail is required on the Document Information Record, highlight theline item and Click 'Display Document Info Record' button (arrow button next to Clockbutton) and choose 'Display document' to display the Document Information RecordMaster Data. To return to the list Click 'Back' button

- In the 'Find Objects in Classes' screen highlight the desired line item (Object)and Click 'Copy' button, the document number is copied over to Linked Documentssub screen. Hit the Enter button to allow details to be updated.

Once the Document Information Record (DIR) has been assigned to the Notification,

save and exit the Notification.

305.02.01.140. Review Created Notification

Step Detail

What The goal of this process step is to review a created Notification to check on its status.

How To locate Notifications use transaction 'Display Notifications (Selection List) andcomplete only the following fields:

Outstanding - SelectIn process - Select

Completed - SelectFunctional location - Enter relevant Functional Location or rangeReported by - Enter user IDPlanning plant - Enter the planning Plant

Execute the search and a list of Notifications meeting the above criteria will bedisplayed. The list may be sorted by Technical Object for ease of review. Select theindividual Notifications and process them using the Details button. From within theNotification, any Work Order that has been created may also be reviewed.

Checking the User and System Status of the Notification and Work Order, determinethe progress of the Notification and Work Order through Approval, Planning, Executionand Close-Out.


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Component : Evaluate and Process Notification

305.02.01.121. Populate Event Notification

Step Detail

What The goal of this process step is to populate the Notification with details of the Event. Allknown details of the Event are entered in as much detail as possible to assist indetermining Impacts, Investigation Requirements, and Work Order requirements.

Event Notifications are created where there has been an Event or Issue identified thathas had an actual impact or has potential impact for an impact across the impact typesof Safety, Health, Environment, Social / Cultural, Legal, Reputation or Financial.

If an Event has occurred, which also requires work to be executed, an EventNotification is to be created.

How To populate the Notification with details of the Event continue in the current transaction.

Event Notifications with an identified Work requirement are to contain a detailed scopeof work prior to Approval, thus enabling accurate Planning of the work required. Often,the required detail for Planning can only be obtained in the condition under which thetask was identified (e.g. Obtaining the required part numbers from inside a motorcontrol station while under isolation).

The Event Notification (with an identified Work requirement) scope must includereference to an appropriate Task List, where available. Notifications that have aninsufficient scope of work will be returned to the creator, updated by the Main WorkCenter owner or assigned to a Subject Matter Expert for scoping.

If the Work Order granularity rules (Referenced in the Schedule Management DesignIntent) would be broken due to the nature of the Work Requirement identified for theEvent, more than one Notification is required. In this instance perform one of thefollowing:

Exit the Notification without saving and determine the scope of the Work requirement,then create the required number of Notifications to comply with the Work Ordergranularity rules.

Continue with the current Notification with reduced scope of work and create a NewWork Request Notification for any Work Requirements which will not be addressed inthe current Event Notification.

Proceed to enter information in the required fields to populate the Notification

Event / Work Details Tab:Complete the following fields:

Notification HeaderBrief description of what occurredCoding

- in the first field Click the blank field, the 'Possible Entries Search' button will appear,Click the 'Possible Entries Search' button.

- from the pop-up menu select S001 Event Report then Click the 'Choose' button(green tick)

- following selection, both coding fields are populated with Notification coding detail.To the right of these fields the coding text description is displayed

- reported byRecord the name of the person who identified and reported the Event

be performing one of the following:


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- if the person who reported the Event has a 1SAP profile, but their ID is unknown,perform the following:

- Click in the blank field, the 'Possible Entries Search' button will then appear,Click the 'Possible Entries Search' button.

- on the pop-up menu enter the first name/last name of the person; Click the 'Start

Search' button (green tick at bottom)- from the returned search list, select the person; Click the 'copy' button (green

tick). The person's 1SAP ID is then populated into the 'Reported by' field.- if the person who reported the Event has a 1SAP profile and their ID is known enter

the person's ID manually into the 'Reported by' field- if the person who reported the Event does not have a 1SAP profile enter their name

as free text in the field (12 character limit). Use initials for Given Names and write familyname in full.

Functional loc.Functional Location, pre-populated from previous process stepEquipmentPre-populated from previous process step where a Safety CriticalElement has been identified

Planner GroupPre-populated from previous process step, update to the PlannerGroup responsible if displayed selection is incorrect

Main WorkCtrMain Work Center, pre-populated from previous process step,update to the Main Work Center Responsible if displayed selection is incorrect

Notif. DateEnter the Date and Time of Event occurrence. Where date is unknownenter date on which Event was reported, where Time is unknown enter '00.00.01'

PrioritySelect the appropriate Priority for execution of any work requirementsLong TextA detailed description of the Event must be included in the NotificationLong Text by performing the following:

- Click the 'Information' button (to the right of scoping template text), the scopingtemplate will then be displayed in a pop-up box:

- Click 'Copy Text' to update long text with scoping template text- within the Long Text field provide the required information as requested by the

scoping template, including any known hazards in performing work requirements. Ifadditional information, to scoping template prompts, is required enter the additional

information below the scoping template prompts.


305.02.01.122. Populate Work Request Notification

Step Detail

What The goal of this process step is to populate the Notification with details of the WorkRequest. All known details of the Work Request are entered in as much detail aspossible to assist in determining Work Order requirements.

Work Request Notifications are created when there has been no Actual impact andthere is no Potential for an impact across the impact types of Safety, Health,Environment, Social / Cultural, Legal, Reputation, Legal or Financial. Work Requestsfor implementing an Engineering Change will have had the Prior Notification fieldautomatically populated with the Completed Engineering Change AssessmentNotification number. Where this is not the case, the